Every document that reaches you or is created in-house is recognised, read, checked and filed in the right place. Nobody has to create folders or rename files.
Choose your industry and watch invoices, applications, contracts and phone photos turn into an organised digital file. Click a source, an intake channel or a document to play exactly that case.
Protected folders are only visible to authorised people, in search and chat as well.
Hands off. Documents recognised with confidence go from intake to file on their own. Uncertain ones go to the review cockpit with the spot marked.
A structure that grows. If a folder is missing for a new supplier, a new year or a new client matter, the system creates it.
Permissions from the start. HR files, job applications and client matters are only visible to the people responsible, in search and chat as well.
Classic document management systems start with a project: design a filing plan, define metadata, train filing rules. AI-Buddy starts with your first document.
We activate the library and document intake for your organisation. You get your own intake address.
Forward mail, scan the stack or drag files into the window. The AI does the rest.
The file is filled and searchable. You can adjust types, thresholds and workflows later, but you do not have to.
| Topic | Classic DMS | AI-Buddy with built-in AI |
|---|---|---|
| Introduction | A project over weeks or months, usually with consultants | Switch it on and start, no setup project |
| Filing plan | Designed in workshops up front and maintained by hand | Emerges from your documents and grows along |
| Filing | Employees pick folders and type keywords | The AI recognises the type and files it in the right place |
| Data from documents | Typing it in or expensive add-on modules | Fields and tables are extracted and checked |
| Search | By file name and keyword | By meaning, or simply ask in the chat |
| Training | Training days for filing rules | Works like email and chat, hardly any training needed |
The document library and AI document intake work hand in hand. Everything that arrives or is created sits in one place and stays linked to where it came from.
Recognised with confidence: goes straight through. If the type and all mandatory fields are above the threshold, the document is approved and filed without anyone stepping in. You set the threshold per document type.
Uncertain: a quick check. The review cockpit shows the original and the extracted values side by side, with the uncertain fields marked.
Elektro Muster AG
Recognised with confidence, filed automatically
Sample dataPermissions do not stop at the file list. The same rule applies to preview, download, full text search and the AI chat. What is hidden, the AI does not answer either.
For one person only. For example drafts from your own chat or papers that are not meant for the team yet.
For the members of a project or client matter. Ideal for law firms, building projects and HR cases. Technically it is always a project with members, whatever you call it.
For everyone in your company, municipality or law firm. For example invoices, templates and policies.
Roles instead of individual rights. Owners, administrators and users. Who may manage what is clearly defined.
Permissions apply everywhere. A private document appears neither in search nor in answers for colleagues.
Traceable. Origin, approvals and corrections are logged. You know where a letter came from and who approved it.
Strict tenant separation. Every query is bound to your organisation. Data of other customers is technically out of reach.
Quotas in view. The document quota of your plan is always visible, and you get a notice from 80 percent.
Confidential stays confidential. HR files, job applications and client matter files are only seen by the people responsible.
Approving a document can start a workflow: have it checked, inform people, reply, export. Without a line of code, from templates or described in one sentence.
Triggers such as an Outlook email, a schedule, an online form or the approval in document intake. AI steps read, summarise and decide. Approvals always have a deadline, nothing gets stuck. Every run can be traced step by step.
A municipality thinks in cases and departments, a law firm in client matters, an SME in suppliers, customers and years. AI-Buddy builds the file the way your industry works.
Built for organisations responsible for confidential papers: public administrations, law firms and companies with HR and customer data.
We sign a data processing agreement with you under Art. 28 GDPR.
Hosting in the EU, GDPR-compliant, optionally in Switzerland, in Germany or in your regional data centre.
Your content is not used to train AI models, not even for other customers.
Every record belongs to exactly one organisation. Learning from corrections stays with you as well.
On request, originals are deleted after 1, 7, 14, 30 or 90 days. Fields, check results and history are kept.
Origin, recognition, corrections, approvals and exports are recorded for each document.
We switch on AI document management for your organisation. You forward a few real documents and watch your digital file take shape.
No extra system · uses your existing agents and your knowledge